Open and Use a Shared Mailbox in Outlook

Overview

A shared mailbox allows multiple SMSU staff members to read and send email from a common address (for example, TRC@SMSU.EDU). When you reply from a shared mailbox, your message appears to come from the shared address, which helps teams collaborate efficiently.

Before you begin: The TRC must create the shared mailbox and add you as a member. Once permissions are granted, the mailbox will automatically appear or can be added manually depending on your Outlook version.

This guide covers New Outlook, Classic Outlook, and Outlook on the Web.

1. Add and Use a Shared Mailbox in New Outlook (Windows and Mac)

Add the Shared Mailbox

If the shared mailbox does not appear automatically:

1. Open Outlook.
2. In the folder pane, right click your account name.
3. Select Add shared folder or mailbox.
4. Type the name or email address of the shared mailbox.
5. Select the mailbox from the results and click Add.

Access the Mailbox

The mailbox will appear under in your folder pane under your name, where you can open Inbox, Sent Items, Drafts, and other folders.

Send Email From the Shared Mailbox

1. Click New Mail.
2. Select From. If the field is not visible, choose Show From.
3. Select the shared mailbox as the sender.
4. Compose and send your message.
   Your message will appear to be sent from the shared mailbox.

2. Add and Use a Shared Mailbox in Classic Outlook (Windows)

1. Open Outlook.
2. Go to File > Account Settings > Account Settings.
3. Select your account and click Change.
4. Select More Settings.
5. Go to the Advanced tab.
6. Under Open these additional mailboxes, click Add.
7. Enter the shared mailbox name or email.
8. Click OK, then Apply, Next, Finish, and restart Outlook.
   The shared mailbox will appear in your folder pane.

Send Email From the Shared Mailbox

If the From field is hidden, enable it:

• In a new message, select Options > From.
• Select the shared mailbox from the From dropdown.

3. Use a Shared Mailbox in Outlook on the Web (OWA)

1. Go to https://www.smsu.edu/email/index.html and sign in with your SMSU account.
2. select Apps > Outlook
3. In the folder list, right click your mailbox name.
4. Select Add shared folder or Add shared mailbox.
5. Enter the name or email address of the shared mailbox.
6. Select Add.
   The mailbox will appear beneath your primary inbox.

Send From the Shared Mailbox

1. Click New Message.
2. Open the More options menu (the three dots) and select Show From.
3. Select the shared mailbox in the From field.
4. Compose and send your email.

Troubleshooting Tips

• If the mailbox does not appear, wait a few minutes after permissions are granted and restart Outlook.
• If it still does not appear, add it manually by following the steps in the appropriate section.

For more information

Microsoft Support: Open and use a shared mailbox in Outlook - Microsoft Support